Parish Administrator Job Description
1. ABOUT THE PARISH
The Catholic Parishes of St John the Evangelist and St Joseph the Worker together form a single, Catholic community in Banbury, Oxfordshire. Serving the town and surrounding villages — including the rural church of St Thomas of Canterbury in Wroxton — the parishes are administered jointly under one Parish Priest and constitute one of the larger Catholic communities in the Archdiocese of Birmingham (Registered Charity No. 234216).
The Churches
St John the Evangelist (25 South Bar Street, Banbury OX16 9AF) is a beautiful Grade II listed building dating from 1838, designed in the Gothic Revival style with elements attributed to Augustus Welby Pugin. It houses the main parish office and the Dupuis Centre, a suite of meeting rooms available for hire. St Joseph the Worker (Edmunds Road, Bretch Hill OX16 0PP) was established in 1968 to serve the west of the town. St Thomas of Canterbury, Wroxton, holds mass on the first Friday of each month.
Clergy & Leadership
The parishes are led by Fr Philip Harrop (Parish Priest, inducted Advent 2023), supported by three permanent deacons: Deacon Henry Allen, Deacon Bob Hughes, and Deacon Jim Brannan.
Weekly Services and Parish Life
Across both churches the combined weekly schedule typically comprises:
• St John's: 5 Masses per week, including a Saturday Vigil and two Sunday Masses, and also an Adoration, Vespers, and Benediction service
• St Joseph's: 3 Masses per week, including a Sunday Mass, and a separate Morning Prayer and Benediction service
• St Thomas, Wroxton: Monthly Mass on the first Friday
Regular sacramental programmes include Baptism, First Holy Communion, Confirmation, Confessions, and RCIA (Rite of Christian Initiation of Adults).
Schools
The parishes are closely linked to three Catholic schools: St John the Evangelist Primary School, St Joseph the Worker Primary School, and Blessed George Napier Catholic Secondary School.
Community Facilities & Activities
The parish operates the Dupuis Centre located at St John's Church (five hire rooms catering for 14– 100 people), St Joseph's Hall, a monthly Good Grief Café, the St John's Club, a 200 Club fundraising lottery, a Gift Aid scheme, live-streaming, and an active online community via Facebook and WhatsApp. The parishes also support St Chad's Sanctuary project in Birmingham, providing aid to asylum seekers and refugees. Additionally, the parish owns and manages a residential property portfolio around both St John's and at St Joseph's.
2. JOB PURPOSE
To provide efficient, professional, and organised administrative and operational support to the Catholic Parishes of St John the Evangelist and St Joseph the Worker, enabling the clergy to focus fully on their pastoral and sacramental ministry.
The Parish Administrator will be the first point of contact for parishioners, visitors, and external organisations, and will play a central role in the smooth day-to-day running of the parish office, the co-ordination of volunteers, the management of the parish property portfolio and upkeep of the financial ledger. The role demands a high degree of personal initiative, excellent interpersonal skills, discretion, and a genuine sympathy with the values and ethos of the Roman Catholic Church.
3. KEY DETAILS
| Location | Parish Office, St John's Presbytery, 25 South Bar Street,Banbury OX16 9AF |
| Hours | 28 hours per week (pattern to be agreed with Parish Priest) |
| Contract Type | Permanent, subject to a six-month probationary period |
| Responsible to | Parish Priest (Fr Philip Harrop) |
| Responsible for | Parish office function, volunteers, property managementliaison and upkeep of financial ledgers |
| Salary | Commensurate with experience — to be confirmed |
| DBS Check | Enhanced DBS clearance required |
4. KEY RESPONSIBILITIES
The following task lists constitute the main responsibilities in each area, but are not exhaustive, and it is expected that the successful candidate will, within reason, be flexible and versatile in their duties.
4.1 Parish Office Management
• Manage the day-to-day operation of the parish office, ensuring it is welcoming, wellorganised, and responsive
• Act as the primary point of contact for parishioners, visitors, telephone enquiries, and general correspondence, dealing with queries with warmth, efficiency, and appropriate confidentiality
• Maintain and develop filing systems (physical and digital), databases, and parish records including OPAS, ensuring information is accurate and up to date
• Manage the Parish Priest's diary, clergy appointments, and meeting schedules
• Prepare and circulate the weekly parish newsletter and other parish communications in conjunction with the Parish Priest
• Maintain and update the parish website and social media channels in a timely manner
• Prepare service sheets, catechetical booklets, liturgical orders, and other parish materials as required
• Ensure the office is compliant with GDPR and relevant data protection requirements
4.2 Financial Administration
• Support routine financial administration, including processing payments, and ensuring the accounts are kept current and reconciled
• Prepare financial summaries and reports for the Finance Committee as required
• Manage booking and invoicing for the Dupuis Centre and other parish facilities
• Send invoices and manage related income streams
• Administer Gift Aid processes and support Gift Aid promotion
• Operate and reconcile the donor card machine
• Liaise with external accountants or the diocesan finance team as appropriate
• Manage the church cameras and live streaming facilities as directed by the parish priest
4.3 Property & Facilities Management
Take direct responsibility for the management and administration of the Dupuis Centre at St John's, St Joseph's Hall, and the residential properties, including lettings, bookings, keys, and access arrangements
Liaise with third-party property agents, contractors, and service providers, including but not limited to arranging access, following up on maintenance issues, and managing routine compliance checks
• In conjunction with the Finance Committee, plan and organise the appropriate delivery of the recommendations of the Quinquennial Reports
• Maintain awareness of health and safety obligations across parish properties and ensure appropriate records and checks are kept
• Order church requisites, liturgical supplies, and general office supplies as required
4.4 Sacramental & Pastoral Administration
• Organise marriage paperwork, liaise with registrars, and ensure all canonical and civil permissions are obtained in a timely manner
• Maintain parish registers and sacramental records with accuracy and care
• Support the administration of Baptism, First Holy Communion, Confirmation, and RCIA programmes
• Liaise sensitively and helpfully with parishioners who may be in difficult or distressing circumstances
4.5 Volunteer Co-ordination
• Recruit, brief, and co-ordinate volunteers for both regular and ad hoc parish tasks, such as newsletter distribution, collection counting, and event support
• Maintain clear communication with volunteers, ensuring they feel valued, well-informed, and well-supported
• Identify and develop opportunities to involve volunteers in the life of the parish in ways that reduce administrative cost and build community
4.6 External Liaison
Maintain positive and professional working relationships with the three affiliated Catholic schools (St John the Evangelist Primary, St Joseph the Worker Primary, and Blessed George Napier Secondary)
• Liaise with the Archdiocese of Birmingham and diocesan offices as required
• Develop and maintain good working relationships with community organisations, statutory bodies, and other external partners
4.7 General
• Fulfil any other reasonable duties as directed by the Parish Priest
• Prioritise workload effectively, using good judgement to manage competing demands
• Attend relevant meetings as required, including Finance Committee and staff meetings
• Support the parish's live-streaming and digital communications as needed
5. ESSENTIAL SKILLS & COMPETENCIES
Personal Initiative & Independent Working
The successful candidate will be a self-starter who can manage a busy and varied workload with minimal supervision, making sound decisions within agreed parameters, and proactively identifying and addressing issues before they escalate.
Communication
Excellent verbal and written communication skills are essential. The postholder must communicate clearly, warmly, and professionally with individuals from all walks of life, including clergy, parishioners, volunteers, contractors, diocesan officials, school staff, and members of the public. Confidence in giving clear instructions and producing well-written correspondence and publications is required. A high level of proficiency in both written and spoken English is essential.
Organisation & Administration
Strong administrative skills with the ability to prioritise, meet deadlines, and maintain accuracy under pressure. Excellent spelling, grammar, and proof-reading. Comfortable working across multiple concurrent workstreams.
IT & Digital Competence
Confident and proficient user of Microsoft Office 365 (particularly Word, Excel, Powerpoint, Access Teams and Outlook), and digital record systems. Ability to update websites and social media platforms. Experience of OPAS or similar parish/charity finances management software would be an advantage. A working knowledge of the GDPR regulations would also be an advantage.
Financial Competence
Ability to manage routine financial processes accurately, including payments, invoicing, reconciliation, and report preparation. The postholder does not need to be a qualified bookkeeper but must be financially literate and methodical.
Interpersonal Skills & Pastoral Sensitivity
A warm, friendly, and non-judgmental manner is essential. The postholder will regularly encounter parishioners who are grieving, anxious, or in need of practical help, and must respond with patience, empathy, and discretion. The ability to work collaboratively with clergy, staff, and volunteers is equally important.
Discretion & Confidentiality
The role involves access to sensitive personal, financial, and pastoral information. The highest standards of confidentiality and professional conduct are always expected.
6. THE IDEAL CANDIDATE
We are looking for an exceptional individual who will become a trusted and indispensable part of the life of our parish. Beyond the technical skills and experience described above, the ideal candidate will bring:
A genuine vocation for service — someone who finds meaning and satisfaction in enabling others to do their best work, and who takes quiet pride in a well-run office and a well-served community
• Warmth and emotional intelligence — the kind of person who people are glad to see when they walk through the door, and who handles difficult conversations with grace
• Calm under pressure — capable of managing a changeable workload and unexpected demands without losing composure or accuracy
A collaborative spirit — someone who sees volunteers as a gift to be nurtured, not a problem to be managed, and who understands that a parish runs on relationships as much as processes
• Integrity and trustworthiness — we will be placing significant trust in this person regarding finances, confidential information, property, and the reputation of the parish
• Adaptability and humour — parish life does not follow a predictable schedule, and the ability to flex, improvise, and maintain good humour is genuinely valued
• Alignment with our values — the successful candidate need not be Catholic, but must be comfortable working within, and actively supporting, the ethos, values, and mission of the Roman Catholic Church
7. HOW TO APPLY
To apply, please submit a covering letter (no more than two pages) explaining your interest in the role and how your experience and skills meet the person specification, together with a current CV, to:
Fr Philip Harrop, Parish Priest
St John's Presbytery, 25 South Bar Street, Banbury OX16 9AF
Email: stjohn.banbury@rcaob.org.uk
Tel: 01295 262073
Shortlisted candidates will be invited to an interview and may be asked to undertake a short practical task. References will be taken up prior to appointment. The successful candidate will be required to undergo an Enhanced DBS check.
The Catholic Parishes of Banbury are committed to safeguarding and promoting the welfare of children and vulnerable adults, and expect all staff and volunteers to share this commitment.